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How to Use Microsoft Software to Its Full Capacity in Business Communication

You need the proper communication tools to help you plan, cooperate, and achieve business strategic goals, whether you’re on a team of two or 200,000. Make no mistake: technology is a wonderful thing, but it must be carefully chosen and applied. Instead of having a separate employee intranet, social intranet, project management workspace, text messaging, private chat, mail, a video channel, and so on for internal communication, go with a solution that provides everything you need in one location. 

This reduces uncertainty and increases the likelihood that your employees will use the resources available to them. But which tools are truly essential, and how to use their full capacity?

How to Use Microsoft Software to Its Full Capacity in Business Communication

Microsoft Teams – What Is It?

Microsoft has always been a key player in the technical operations and productivity of businesses. It has established itself as a champion in business communication services with the launch of Teams and associated technologies. Microsoft Teams integrates seamlessly with other Office 365 products as well as a wide range of popular business apps from third-party developers (Google workspace, Cisco WebEx, Slack).

 As a consequence, you can easily integrate Teams into your existing operations. Customer records, for example, may be retrieved and discussed during conversations or meetings. The same may be said for operations, human resources, and other data.

Using Main Features

These are the key features of Microsoft Software:

1. Voice calls

Voice calls may be made using the cloud-based application. Users can make voice-over-IP calls to other users of the program. They can make, receive, and transfer calls between landlines and mobiles with ease. Many companies can help you improve call quality, in order to make your communication more efficient. Enterprise-grade call capabilities and voicemail service are among the other calling options.

2. Messaging chat

A chat-based workspace featuring persistent and threaded chats, as well as individual and group messaging. Messages may include GIFs and emoticons, the same as other texting apps. Users may also make video and voice calls in groups and one-on-one.

3. Online meetings

This tool improves business meetings, communication, and training by allowing up to 10,000 individuals to participate. People from both within and outside the company can participate in online meetings. A note app, in-meeting chatting, file uploading, and scheduling are all included in this function.

4. Video meetings

In addition to voice conversations, users may hold video meetings. The use of video conferencing has expanded as a result of the COVID-19 epidemic since most firms collaborate remotely. Recording, whiteboarding, customizable backdrops, breakout screens, and transcribing are all important elements of video meetings.

5. Screen sharing 

Although this is a common function, it is still highly important for organizations. During Teams audio or video sessions, participants may share their desktop displays and files in real-time.

6. File sharing

This is a fantastic feature of Teams that allows distant teams to create, save, modify, and share files within the program. Users may interact and co-author in real-time.

7. Webinars

Teams may host up to 1,000 people in interactive webinars and meetings. The webinar has host moderation tools, which disable the voice and video of attendees, as well as live user replies. Over 10,000 people can see the view-only stream.

8. External collaboration

Microsoft Teams allows users to invite others from outside the company to collaborate with them. The guest access function aids in the administration of business-to-business projects.

How to Use Microsoft Software to Its Full Capacity in Business Communication

Why Should You Use It

Whether you own or work for a large corporation or a small business with clients across the county or state boundaries – or even international borders – the chances are that you will have to travel for work. Sadly, business travel can be costly both financially and in terms of productivity – and those expenses may skyrocket if planes are canceled, delayed, or redirected. 

Business travel has an impact on your company, but it also has an impact on your workers by exposing them to chronic jet lag, unsafe amounts of radiation, weakened immune systems, and disrupted family lives — all because you or your team wants to meet with a client.

Of course, some face-to-face meetings are necessary, but when they aren’t, this communication solution lets you see and hear the clients even if you’re thousands of miles distant. Yes, video conferencing may help you save money on the trip. It’s gone a long way in the ten years or so since it was first launched, and it might be a real game-changer for your company and clientele.

Teams facilitate cooperation by dividing the firm into multiple channels, teams, and collaboration techniques. MS Teams may be a productive place when you’re using it, and your email can be a relaxing area. Teamwork is essential to success in business, just as it is in sports, thus picking the correct communication software may make or break your company.

Hernaldo Turrillo
Hernaldo Turrillo is a writer and author specialised in innovation, AI, DLT, SMEs, trading, investing and new trends in technology and business. He has been working for ztudium group since 2017. He is the editor of openbusinesscouncil.org, tradersdna.com, hedgethink.com, and writes regularly for intelligenthq.com, socialmediacouncil.eu. Hernaldo was born in Spain and finally settled in London, United Kingdom, after a few years of personal growth. Hernaldo finished his Journalism bachelor degree in the University of Seville, Spain, and began working as reporter in the newspaper, Europa Sur, writing about Politics and Society. He also worked as community manager and marketing advisor in Los Barrios, Spain. Innovation, technology, politics and economy are his main interests, with special focus on new trends and ethical projects. He enjoys finding himself getting lost in words, explaining what he understands from the world and helping others. Besides a journalist, he is also a thinker and proactive in digital transformation strategies. Knowledge and ideas have no limits.

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